Expense and invoice automation

Google Apps Script app that reads the CFDI XML and fills in the invoice by itself. It replaced manual entry in Excel.

Role: Full development
Technologies: Google Apps ScriptJavaScriptHTMLCSS

Capture type selector in the expense and invoice app

Context and problem

The sales and purchasing teams invoiced by hand in Excel. The process was slow and prone to data-entry errors.

My role and scope

I built a web application for recording expenses with Google Apps Script, with forms, validations and a supplier catalog.

How it works

When recording an expense you choose between two capture types.

XML invoice. You upload the CFDI (the Mexican electronic invoice) and the application fills in the UUID, the supplier, the amounts and the line items by itself. Nobody retypes them.
Cash payment. Manual entry for petty cash, travel expenses or receipts without XML, with required fields and tax information as optional.

Capture type selector: XML invoice or cash payment — First step: choose the capture type.

XML capture form with an area to drag the file and the invoice information — XML capture: drag the file and the invoice data is filled in.

Manual capture form with supplier, date, total, currency and notes — Manual capture: supplier with search, date, total, currency and required notes.

The application also tracks the current check (folio, amount and remaining balance) and a supplier catalog with their credit days.

Outcome

It replaced the manual Excel work of the sales and purchasing teams: the invoice XML fills in the data by itself, and manual entry is left for expenses without a receipt.